Repligen·1 day ago
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Office/Sales Admin
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What you'll do
- Answering calls to the main phone number
- Sending, receiving, and managing packages from the office
- Dealing with delivery companies (requesting and receiving invoices, managing online service accounts provided by delivery companies)
- Visitor Management (guiding them to conference rooms, providing drinks and meals as needed), and contacting relevant personnel
- Arranging business cards
- Handle office events i.e. Leadership visits, announcements, correspondence and communication
- Dealing with office construction contractors and building managers ensuring compliance to safety regulations, contacting the planting company regarding plant maintenance, and contacting and handling the respective support companies in the event of issues with office equipment, employee mobile phones, or PCs in collaboration with internal functional departments i.e. IT, HR, Finance etc
- Processing purchase requests and invoices for office supplies and items needed by each department (including creating purchase orders in SAP under the guidance of Finance)
- Supporting international business travelers and visitors (issuing documents for visa issuance support, making and arranging reservations for hotels, meals, bullet trains, taxis, rental cars, etc.)
- Lab room operation support (shipping demo machines from the warehouse and returning them after use, etc.)
- Managing customer contracts
- Sales assistance (operating SanSan (customer business card management system), creating and closing quotes using SFDC, handling interim emails and phone calls with distributors and customers, etc.)
What they're looking for
- Experience with office administration and facility management
- Proficiency in administrative software such as Microsoft Office and SharePoint
- Experience with enterprise systems like SAP and Salesforce (SFDC)
- Strong communication and organizational skills
- Ability to handle travel arrangements and visitor management
Summarised by NextRaise from the employer’s description, which follows in full below.
Full description from employer
To maintain office environment and support sales activities
- Answering calls to the main phone number
- Sending, receiving, and managing packages from the office
- Dealing with delivery companies (requesting and receiving invoices, managing online service accounts provided by delivery companies)
- Visitor Management (guiding them to conference rooms, providing drinks and meals as needed), and contacting relevant personnel
- Arranging business cards
- Handle office events i.e. Leadership visits, announcements, correspondence and communication
- Dealing with office construction contractors and building managers ensuring compliance to safety regulations, contacting the planting company regarding plant maintenance, and contacting and handling the respective support companies in the event of issues with office equipment, employee mobile phones, or PCs in collaboration with internal functional departments i.e. IT, HR, Finance etc
- Processing purchase requests and invoices for office supplies and items needed by each department (including creating purchase orders in SAP under the guidance of Finance)
- Supporting international business travelers and visitors (issuing documents for visa issuance support, making and arranging reservations for hotels, meals, bullet trains, taxis, rental cars, etc.)
- Lab room operation support (shipping demo machines from the warehouse and returning them after use, etc.)
- Managing customer contracts
- Sales assistance (operating SanSan (customer business card management system), creating and closing quotes using SFDC, handling interim emails and phone calls with distributors and customers, etc.)
- Managing customer exhibitions and events (reception at exhibition booths, contacting visitors, handling event-related payments, etc.)
- Support with document preparation, assisting with uploading documents to SharePoint
- Accounting assistance (Review expense receipts submitted by employees)
- Organizing documents and equipment in shared shelves and the server room
- Involve or lead projects and assignments as part of the professional development opportunity
Company
Repligen
Tokyo, Japan
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